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Executive Assistant – General Manager Office
- Posted: 28/08/2024
- Salary: -
- Location: Luxembourg, Luxembourg
- Job Type: Permanent/Fixed Term
Executive Assistant – General Manager Office - Luxembourg
Overall, the role is to provide organizational and content related-support to the Country-President/General Managers and General Management Office for its centrally driven activities. This could take the form of the below (non-exhaustive) list:
Requirements
Overall, the role is to provide organizational and content related-support to the Country-President/General Managers and General Management Office for its centrally driven activities. This could take the form of the below (non-exhaustive) list:
- Set up meetings and conference calls by arranging, amongst others, facilities, issuing information and/or invitations support. This can include as well organizing pre-reads, providing meeting minutes if required and follow up on open actions with action owners where needed.
- Support in the coordination, governance, follow-up and delivery of centrally owned processes like the management of local corporate policy annual reviews, the quarterly Luxembourg office townhall, office social events etc)
- Maintain access right, completeness and accuracy of centrally owned repositories (e.g. communication with regulators, policy databases etc…)
- Support in the governance of administrative processes (e.g. agenda and minutes of meetings)
- Provide professional, proactive administrative and secretarial support required to the Country-President/General Managers and General Management Office (GMO);
- Proactive effective email in-box management of the Country-President and General Management Office and assist on other communication from brief instructions or notes
- Arrange travel schedules required for the Luxembourg location and General Manager Office Activities whenever needed and in accordance with Travel & Expense policy. This includes planning, booking, visas, preparing itineraries and providing all documents for meetings/presentations during travel. Timely preparation and processing of travel expense reimbursement
- Prepare and process any required purchase order requests and assure invoicing gets done in a timely manner using the internal procurement system
- Prioritize conflicting needs, handle matters expeditiously, act proactively and follow through on tasks to successful conclusion
- Establish and maintain good relationships with key internal stakeholders, as well as external partners
- Work closely and effectively with the Country President/General Managers and General Management Office key stakeholders to keep them well informed of upcoming commitments and responsibilities, following up appropriately
- Support in any adhoc unplanned request.
- At least 3 years in a similar assistant, administrative position held in the financial sector, ideally in the insurance sector
- Fluent in English
- Proactive, engaged and used to worked independently
- Proficient with Microsoft office (power point, excel, word, outlook, sharepoint)
- Attuned to work in fast paced environment
- Is able to communicate clearly and concisely, both orally and in writing
- Ideally has experience in taking minutes of projects or committees
- Approaches challenges with a solution-oriented mindset
- Maintains high standards of quality in work output and deliverables
- Demonstrate flexibility in handling unexpected tasks and prioritize conflicting demands efficiently
- Takes proactive steps to anticipate needs and address them before they arise
Max Doman
Principle Consultant